Incumbent serves in a capacity as the Program Support Assistant for the Informatics Service for the VA Northern Indiana Healthcare System. The position is the principal technical or administrative support position in the office, operating independently of any other such position in the office. The duties require knowledge of clerical and administrative procedures and requirements, various office skills, and the ability to apply such skills in a way that increases the effectiveness of others.

Duties

The duties of the Program Support Assistant includes but is not limited to: Independently serves as the property accountability officer in keeping an accurate inventory registry of all equipment maintained by the clinical informatics staff. Participates actively in the management of the Informatic Service, serving as the principal correspondent for reports, memoranda, and other forms of written communication. Provides general and administrative support position. Coordinates and solves problems of all clerical and day-to-day administrative support activities. Reads directives and instructional material pertaining to administrative practices and clerical procedures to be aware of new, revised, or amended procedures for such matters as service reports and forms, filing, mail procedures, preparation of travel vouchers and security procedures. Performs all clerical functions including the submission of correspondence, work orders, and SF-52's. Updates policies as directed by the Chief, Informatics or higher management. Prepares all forms relating to employee action(s). Records minutes of monthly Informatics Service staff meetings and prepares report correctly for distribution by the 10th working day after that meeting. Independently maintains a calendar of all activities including meetings, conferences. Checks calendar daily and notifies appropriate staff member(s) of planned obligations for that day. Screens all incoming official mail and routes to appropriate Informatics Service staff for necessary action. Serves as the records liaison officer for the Informatics Services, which includes records management and disposition of all Informatics Service records and the security of such records. Services as the Collateral Duty Safety Officer (CDSO) for the Informatics Service, which includes completion and management of monthly checklists describing safety requirements for the service, attends meetings on behalf of the Informatics Service, and manages and updates the clinic Safety Data Sheets (SDS) in paper and electronic form as required. Monitors and reports Time and Attendance of all Informatic Service personnel. Maintains time and attendance for commonly used pay plans and types of leave, including special pay situations. Ensures accuracy of timecards; makes corrections in a timely fashion, submits timecards by established deadlines. Utilizes group calendar for appropriate clinic holds, blocks, and reschedules. Establishes and maintains numerous contacts within the organization as well as outside of the organization. Acquires, through appropriate coordination with affiliates, all documentation required for onboarding of new staff. Prepares correspondence of a confidential nature for the Chief, Informatics Service pertaining to proficiency reports and performance ratings of Informatics Service employees. Maintains copies and verification of all required licenses and certifications for Informatics Services personnel. Work Schedule: Monday - Friday; 8:00 AM - 4:30 PM Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD917590 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorize Financial Disclosure Report: Not required

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process
• Designated and/or random drug testing may be required
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/19/2023. To qualify for this position, applicants must meet all requirements by the closing date of this announcement. You may qualify based on your experience as described below: GS-06 grade level: Specialized Experience: To be creditable, specialized experience must have been equivalent to at least the GS-5 grade level. Specialized experience is defined as experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position and that is typically in or related to the position. To be creditable, you must have one year of specialized experience equivalent to at least the GS-5 grade level. Examples of Specialized experience includes: knowledge of the organizational structure of the VA Healthcare System in relation to the administrative and professional functions, knowledge of CPRS, VISTA and CERNER to assist with routine correspondence on issues related to the EHR, ability to follow routine administrative procedures, compose technical and non-technical correspondence, and provide office administrative support, i.e., management of mail (both electronic and hard copy); answering and screening calls; filing, prioritizing work; maintaining office supplies and equipment, etc., ability to independently review existing and new regulations, interpret and implement them, and instruct other Informatics personnel in appropriate procedures, ability to choose appropriate course when apparent conflicts in old and new regulations occur, ability to plan, organize, and coordinate work in situations with multiple diverse demands, ability to use effectively Microsoft Work, Excel and PowerPoint on a daily basis, ability to learn general medical, and statistical terminology commonly used in Clinical Informatics, general knowledge of quality assurance and JCAHO requirements necessary for compliance, ability to locate and summarize data from files necessary to complete reports, ability to communicate effectively and appropriately with all customers. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS 06 position you must have served 52 weeks at the GS 05. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You will be rated on the following Competencies for this position: AgilityCustomer ServiceFlexibilityIntegrity/Honesty Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work requires both sitting for extended periods of time, standing, frequent walking throughout the VAMC, considerable reading, writing, and use of the computer, as well as standing, bending, carrying, and lifting equipment up to 30 pounds. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.


Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Northern Indiana HCS 1700 East 38th Street Marion, IN 46953 US
• Name: Madison Brown
• Phone: 570-855-5057
• Email: [email protected]